1. Who we are
RootsHub is the owner and manager portal operated by Roots Butchery ("we", "us", "our"). We are the responsible party for the personal information processed through this portal under the Protection of Personal Information Act, 2013 (POPIA). This notice explains what we collect, why, and the choices you have.
2. Information we collect
- Identity & contact details — your name, email address and phone number, used to create and manage your access.
- Access & authentication data — your login email, one-time verification codes and session information used to sign you in securely. We do not store passwords.
- Store & role information — the stores linked to your profile, your role, and the permissions attached to it.
- Activity data — actions you take in the portal, such as compliance updates, document uploads, complaints, applications and energy registrations.
- Technical data — limited log data (such as sign-in events) needed to keep the portal secure and reliable.
3. Why we process your information
- To verify your identity and grant the right level of access to your stores.
- To provide the portal's features — compliance scoring, store and entity documents, energy insights, communications and customer care.
- To keep the portal secure, prevent unauthorised access and detect misuse.
- To understand platform-wide trends using consolidated data that does not identify any individual store.
- To meet legal, regulatory and contractual obligations relating to your stores.
We rely on your consent, the performance of our agreement with Roots Butchery partners, our legitimate business interests, and compliance with the law as the lawful bases for this processing.
4. How we protect your information
Access is protected by passwordless one-time codes and encrypted, time-limited sessions. Data is stored in Microsoft Dataverse with role-based access controls, and transmitted over encrypted connections. The platform also uses cybersecurity safeguards designed to prevent unauthorised access, disclosure, alteration or loss.
5. Sharing your information
Head office cannot access personal information associated with you or your individual store. Head office may consolidate data collected through RootsHub to understand overall trends, but this reporting is aggregated and does not identify any individual store. We do not sell your personal information. Service providers that help us operate the platform are bound to process data only on our instructions and with appropriate safeguards.
6. How long we keep it
We retain your information for as long as your RootsHub access is active and for a reasonable period afterwards to meet legal, tax and audit obligations, after which it is securely deleted or anonymised.
7. Your rights
Under POPIA you may request access to the personal information we hold about you, ask us to correct or delete it, object to certain processing, or withdraw consent where processing is based on it. To exercise these rights, or if you have a complaint, contact your Roots representative or email privacy@rootsbutchery.co.za. You also have the right to lodge a complaint with the Information Regulator of South Africa.
8. Changes to this notice
We may update this notice from time to time. When we do, we will revise the "last updated" date above and, where appropriate, notify you through the portal.
9. Contact us
Questions about this notice or how we handle your information? Email privacy@rootsbutchery.co.za.